Job: Program Assistant

Location: New Delhi, India
Deadline: Tuesday, 06 August 2013 

Description

Background / General description:

PLEASE NOTE THAT THIS IS A COUNTRY OFFICE POSITION IN INDIA SUBJECT TO LOCAL RECRUITMENT UNDER THE INDIA COMPENSATION PLAN. IF A STAFF MEMBER HOLDING AN HQ/INTERNATIONAL POSITION IS SELECTED INTO THIS POSITION, THEN THE STAFF MEMBER WOULD CONVERT TO A LOCAL APPOINTMENT (I.E., A LOCAL SALARY AND NO EXPATRIATE BENEFITS).

THE WORLD BANK GROUP IS COMMITTED TO ACHIEVING DIVERSITY IN TERMS OF GENDER, NATIONALITY, CULTURE AND EDUCATIONAL BACKGROUND. INDIVIDUALS WITH DISABILITIES ARE EQUALLY ENCOURAGED TO APPLY. ALL APPLICATIONS WILL BE TREATED IN THE STRICTEST CONFIDENCE.

The World Bank has a large and diverse development partnership with India, comprising a program of lending to government for development purposes and a program of analytical, advisory and knowledge support. The overarching objective of the Bank's work in India is to invest in people through better health and education, empowering communities to participate in their own development, improving the effectiveness of government, and promoting private sector-led growth to achieve the country's development goals. To meet this challenge, the World Bank needs to have strong administration and clients support team to support its operations in India, including more than 265 staff and consultants.

The World Bank Office in India is seeking a dynamic Program Assistant to support the Resource Management & Admin. Support unit, to strengthen the office support to internal clients. This position requires a strong knowledge of the Bank's policies, procedures and guidelines. The work typically requires interpreting existing procedures and processes, independently determining which should be used, and applying these appropriately. Work within this team requires extensive coordination with other units within the office and frequent liaison with sector team members. The successful candidate will be expected to effectively perform all assigned functions in an efficient and accurate manner and ensure quality service to be able to maintain the service standards of the team. The candidate will be expected to carry out all functions by adhering to the audit requirements, attending to queries from staff and clients. Strong inter-personal skills, commitment to work in a team-oriented, multi-cultural environment and the ability to work collaboratively are essential requirements for this position.

The Program Assistant will have official reporting relationship to Sr. Resource Management Officer (SRMO) at the New Delhi Office. Apart from handling day-to-day work the incumbent should have the ability to suggest innovative ways to enhance work organization and effectiveness to support the Administration unit under the supervision of the SRMO. The incumbent should be able to identify and resolves diverse issues/problems as they arise, bring these to the attention of the supervisor and work with the team to find solutions for the same. Demonstrate the initiative in developing practical approaches that improve office support work and effectiveness of the team.

Note:

If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 3 year term appointment.

Duties and Accountabilities:

• Interact with clients both inside and outside the Bank, e.g., staff, consultants, vendors, etc., to respond to queries, ensuring compliance with institutional and regional policies and guidelines. Provide references to Bank financial and administrative policies and procedures in administrative expense related subject areas, while handling client queries. Frequently liaise with Imprest and Travel Accounting, to seek clarification on client queries.
• Check all accounting statements/invoices related to operating expenses, procurement, travel, consultant payments, vendor payments, charge backs and other office running expenses, to ensure complete documentation prior to processing by RM staff. Handle WSP office imprest - review documentation to ensure compliance with Bank's financial procedures.
• Regularly update databases with financial information for vendors/staff and ensure SAP updates of banking information. Issuance of financial instruments, disbursement and bank transfers. Dispatching of customized financial accounting reports, eg. MSR.
• Record management for RM unit, ensuring systematic retention to facilitate smooth retrieval of documents. Assist with relevant documentation to facilitate responses to Imprest and Quality Assurance queries, follow up and help resolve issues noted in reports issued by Accounting Department.
• Monitor and review open item accounts and clear outstanding travel items; keeping relevant documents and invoices systematically to facilitate efficient retrieval, for responding to Travel Audit queries. Periodically generate and review exception reports, highlight potential issues and take remedial actions - such as missing time, SOE exceptions, open purchase orders and commitments, etc.). LARS & TRS monitoring.
• Facilitate IRS staff with information and status of VAT refunds.
• Issuance of salary earnings certificates to staff. Service Tax exemption letters and Form J to vendors.
• Compilation and verification of communication bills and monitoring for any above average expenses.
• Regular updation of the Medical Directory. Dispatch of staff medical claims to Vanbreda. Updation of MBP dependent list - RMBP/CMBP records, including follow ups with RMBP/CMBP members for annual premiums.
• Financial Assistance to staff - guiding staff on available options/financial impact (EMIs), verification and processing of loan requests. Monitoring trend of commercial interest rates on loans.

Selection Criteria:

Competencies:

• Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area. Able to coach less experienced staff on relevant technology and systems.
• Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients (e.g. manage manager's calendar).
• Institutional policies, processes, and procedures - Demonstrates relevant functional knowledge and understanding of institutional priorities, policies, operational and administrative procedures, and people. Able to practically apply and guide others in policy application.
• Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
• Office Administration - Exhibits good understanding of unit's portfolio. Able to organize, prioritize, coordinate, and monitor distribution of unit's work activities to ensure that work program is properly carried out and delivered in a timely and collaborative manner.
• Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
• Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
• Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
• Knowledge, Learning and Communication - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.

Additional Section Criteria:

The successful candidate will possess:

• Minimum Education: High School
• Minimum Years of Relevant Experience: 5 (internal candidates), 7 (external candidates). Preference in Accounting is desirable.
• Ability to pass relevant Bank Group tests at time of recruitment (e.g. English language, computer applications, etc.) as required.
• Knowledge of the Bank's administrative and accounting policies and procedures.
• Team player - ability to collaborate with other team members and contribute productively to the team's output, demonstrating respect for different points of view.
• Thorough knowledge of and proficiency in functions of standard Bank technology packages - good knowledge of SAP preferred.
• Aptitude to multi task and deliver effectively to meet deadlines. Sound organizational skills and ability to prioritize and deliver assignments in a timely manner, often under severe time pressures.
• Analytical ability, practical problem-solving skills and resourcefulness in performing varied tasks.
• Demonstrate skills in retrieving, gathering and obtaining information from various sources and tabulating them in a usable format.
• Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.

More Info and Application